A piped water and sewer system serves the entire community -- aproximately 90 homes and facilities. Water is derived from Second Lake, is treated and stored in a 175,000-gal. tank. Back-up water supplies are available from a lake near the airport. The community wants to develop a groundwater source. A small coin-operated washeteria, with one washer and dryer, is available.

RUBA Status & Activities This Qtr:

The Native Village of Tyonek has signed an agreement with the Alaska Rural Utilities Collabrative (ARUC) program ran by Alaska Native Tribal Health Consortium (ANTHC). The ARUC program has the responsibility of all the utility financial, managerial, and techinical operations.
A letter was sent on 12/06/2010, and again on 01/21/2011 requesting updated financial reports, tax information and operation reports. RUBA staff will continue to try to contact the administrator in Tyonek for updates.

RUBA Activities for the Coming Qtr:

A letter was sent on 12/06/2010. Follow up letters will be sent on 01/03/2011 requesting annual updates and reports. RUBA staff will work with the community when requested.

Scores:

Essential Indicators:

26 of
27

Sustainable Indicators:

25 of
27

Total Score:

51 of
54

Finances

Essential Indicators

Answer

Question

Yes

All revenues and expenses for the utility are listed in the utility budget.

Yes

The utility has adopted a balanced realistic budget.

Yes

Monthly financial reports are prepared and submitted to the policy making board.

Yes

The utility is current in paying all water/wastewater electric bills.

Yes

The utility has on hand a year's adequate fuel supply or it has a financial plan to purchase an adequate supply.

Yes

The utility is receiving revenues (user fees or other sources) sufficient to cover operating expenses.

Monthly finance reports are prepared by ARUC showing revenues and expenditures for both the Tyonek system and the ARUC management of the system. This report lists expenses and revenue categories with columns showing amounts for 'This Month' 'Last Month' Year to Date' and Budget.

Accounting Systems

Essential Indicators

Answer

Question

Yes

The utility has adopted a collection policy and actively follows it.

Yes

The utility bills customers on a regular basis.

Yes

An accounts receivable system is in place which tracks customers and reports past due accounts and amounts.

Yes

An accounts payable system is in place.

Yes

The payroll system correctly calculates payroll and keeps records.

Yes

A cash receipt system is in place that records incoming money and how it was spent.

Yes

The utility has a cash disbursement system that records how money was spent.

Sustainable Indicators

Answer

Question

Yes

A chart of accounts is used that identifies categories in a reasonable, usable manner.

Yes

Monthly bank reconciliations have been completed for all utility accounts.

Yes

The utility has a purchasing system that requires approval prior to purchase, and the approval process compares proposed purchases to budgeted amounts.

Accounting Systems Comments

All essentials continue to be met. Payments of money orders or checks only are sent to a lock box at Wells Fargo. Wells Fargo emails a list of payments daily to ARUC. Through the Memorandum of Agreement, ARUC has the authority to change customer rates. The manager and accountant make recommendations to the advisory board who votes support or non-support of the request. A vote of support is sent on to the ANTHC Board of Directors for action.

Tax Problems

Essential Indicators

Answer

Question

Yes

The utility has a system to accurately calculate, track, and report payroll tax liabilities.

Yes

The utility is current on filing tax reports.

Yes

The utility is current on making tax deposits.

No

If there are any past due tax liabilities or recorded tax liens, a lien release has been issued or a repayment agreement has been signed and repayments are current.

Tax Problems Comments

A request for an updated IRS Tax Information Release Form was sent on 01/21/2011.
The Department of Labor has responded that the Tyonek Council is current with the reporting and payment requirements to their department.

Personnel System

Essential Indicators

Answer

Question

Yes

The utility has a posted workers compensation insurance policy in effect.

Sustainable Indicators

Answer

Question

Yes

The utility has adopted and uses a Personnel Policy, which has been reviewed by an attorney, AML or Commerce for topics and language.

Yes

The utility has adequate written job descriptions for all positions.

Yes

The utility has adopted and follows a written personnel evaluation process that ties the job description to the evaluation.

Yes

The utility has an adequate written hiring process.

Yes

The utility has personnel folders on every employee that contain at least: I-9, Job Application and Letter of Acceptance.

Yes

The utility has a probationary period for new hires that includes orientation, job training/oversight, and evaluations.

Yes

The utility provides training opportunities to staff as needed and available.

Personnel System Comments

The utility has a posted worker's compensation insurance policy under the umbrella of ARUC. The insurance covers all employees of ARUC including the operators in Tyonek.
All ARUC employees follow the ANTHC adopted personnel policy. This policy was reviewed by an attorney. Employees are at-will hire. An evaluation is performed at 90 days and one year from hire. The blank evaluation form is attached to the position description and presented to the employee upon hire. All new hires attend a corporate orientation for 2 1/2 days in Anchorage for instruction regarding company policies, procedures, and department specific orientation. On-site training is also provided.
Job openings are posted, with job titles and duties, in the village at least one week if the manager deems expediency is necessary. Native hire and local hire is encouraged when possible.

Organizational Management

Essential Indicators

Answer

Question

Yes

The entity that owns the utility is known; the entity that will operate the utility is set.

Yes

The policy making body is active in policy making of the utility.

Yes

The policy making body enforces utility policy.

Yes

The utility has an adequately trained manager.

Yes

The utility has an adequately trained bookkeeper.

Yes

The utility has an adequately trained operator or operators.

Yes

The utility has adopted the necessary ordinances (or rules and regulations) necessary to give it the authority to operate.

Sustainable Indicators

Answer

Question

Yes

The utility has adopted an organizational chart that reflects the current structure.

Yes

The policy making body meets as required.

Yes

The utility complies with the open meeting act for all meetings.

Organizational Management Comments

Tyonek has signed a Memorandum of Agreement with ANTHC/ARUC to operate the utility. ANTHC/ARUC has an advisory board that meets three times a year to recommend policy and procedures via letters of support to the ANTHC Board of Directors who has the authority to set rates, ordinances, policies, and procedures for the Tyonek Utility. The ARUC Manager also is diligent in personally attending city council meetings for all ARUC communities.
The project manager/accountant is responsible to oversee the accounting procedures for all ARUC communities. ANTHC finance department tracks and issues payroll.

Operation of Utility

Essential Indicators

Answer

Question

Yes

The utility operator(s) are actively working towards necessary certification.

Yes

The utility has a preventative maintenance plan developed for the existing sanitation facilities.

Sustainable Indicators

Answer

Question

Yes

The manager receives a monthly O&M report from the utility operator and routinely "spot checks" the facilities to see that the maintenance items are being completed.

Yes

The utility has a safety manual and holds safety meetings.

Yes

Utility facilities have not suffered any major problems/outages due to management issues that are unresolved.

Yes

The utility is operating at the level of service that was proposed.

Yes

The operator provides status reports to the manager on a routine basis.

Yes

The utility has completed and distributed its "Consumer Confidence Report".

Yes

The utility is not on the "Significant Non-Complier" (SNC) list.

No

The utility maintains an inventory control list.

No

The utility maintains a critical spare parts list.

Operation of Utility Comments

Copies of operator certification and preventative maintenance plan were submitted and are available upon request.
A 'Safety Guidelines for Utility System Operators' is provided to all operators. Safety training is provided in conjunction with regularly scheduled operations training.
ANTHC/ARUC hires summer interns to complete the CCR reports. An additional assignment to the intern project was the completion of an inventory control and critical spare parts list. ARUC maintains a large spare parts inventory. With the stable labor force and frequent Remote Maintenance Worker on-site support, maintenance requirements are minimal.